This is a core consulting skills training document on PowerPoint presentation development.

1. Presentation Development Basics Core Consulting Skills Training Document October, 2007

4. The objective our discussion today is to improve your PowerPoint Presentation Development skills. Today’s Objective

5. A PowerPoint presentation can be an effective communication tool you can leverage for benefit… Why Is This Training Important? … But, in the wrong hands, it can lead to undesired results.

6. Our time spent problem solving is largely wasted if we do not spend an equal or more amount of our time communicating effectively… Distribution of Our Time Communication 100% 0 Start Final Presentation Why Is PowerPoint Important? Duration Problem Solving … and a PowerPoint presentation is a valuable tool to aid us in our communication. Allocation of Our Time

8. Inevitably, poor preparation leads to a fumbled opportunity. What Results When We Fail to Prepare…?

9. Project Midpoint The Analysis is Going Well! One Week Before the Final Still Focused on Analysis The Night Before the Final Trying to Write Presentation Your Final Presentation Your Client’s View of You! Censored!

10. Why Are Your Presenting?

13. Your desired message will ultimately collapse if you lack any leg of the stool. How Can You Persuade Your Audience? Credibility Logic Emotion Persuasive Message

14. How Do You Get Your Message Across?

17. Provide a meaningful learning experience for your audience. How Do You Get Your Message Across? 100% 0 Retention Potential Learning Outcomes Transfer (ability to use information) 100% Meaningful Learning No Learning Fragmented Learning Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001

20. Limit your information to 3 or 4 “chunks” at a time, then reinforce your message. Encoding Sensory Memory (unlimited) Working Memory (limited*) Long Term Memory (unlimited) Selective Attention Retrieval Information Lost Memory Lost within 1 to 2 seconds Lost within 15 to 30 seconds if unrehearsed Lost with passage of time Rehearsal How Do You Get Your Message Across? The Memory Process *Short term working memory is generally limited to 7 +/- 2 pieces or 3 to 4 chunks of information

21. A relatively recent study indicated your audience will retain more information and use it more effectively if you reduce extraneous text and information. Is Less More? % Increase in Retention Source: Multimedia Learning by Richard E. Meyer, Cambridge University Press, 2001 Removing All Text Removing Extraneous Information

23. Is this an effective slide? Is More Less?

24. Is this an effective slide? Is More Less?

27. How Do You Tell Your Story?

28. Use a common framework when creating your story. How Do You Tell Your Story? Story Context (Situation) Role of the Audience Point A (Current State) Point B (End State) Solution (Close the Gap) Orient your audience Define their role in the story Define the imbalance in where they are today Tell them where they should be. Show them the path forward Gap (or Conflict) 1 2 3 4 5 Example Storytelling Framework Reference: socialablemedia

29. You should be able to frame your story in as few as 5 slides. How Can You Apply The Storytelling Framework? Example Story Using The Framework Reference: socialablemedia Main Point (Header Statement) Story Frame We are going to conduct a cost vs. service tradeoff analysis to determine the optimum role, number, location, and size of facilities needed to meet future needs. Solution The future logistics network will be designed to satisfy capacity requirements based upon rational investments Point B The capacity among your current facilities will not meet future needs unless a significant investment is made Point A You must provide the distribution capacity to meet these revenue targets Audience Role Your company revenue is expected to double within the next 5 years Context

30. Follow a structured hierarchy (pyramid) to build the logic of your message. Next Steps Key Line (5 Minutes) Support (15 Minutes) Support (45 Minutes) Solution (Main Message) How Do You Organize Story Content? A structured hierarchy allows you to tailor the detail of your message to the length of time you have to present it. Context Role Gap

31. Inductive reasoning uses “bottom up” pyramid logic to draw inferences from the cumulative weight of the supporting evidence. You should implement “X” “ X” meets your requirements “ X” is the least costly solution “ X” represents the least risk Why? “ So What?” Statement What Is Inductive Reasoning? Supporting Detail Inductive Reasoning This is referred to as the “boiling the ocean” approach, when done to extreme.

32. Deductive reasoning also uses pyramid logic but requires an “ordered chain of ideas” that lead to an inevitable conclusion. To reduce your distribution costs, you should redesign your facilities Your distribution costs are higher than your competition Your competitors have reduced costs by redesigning their facilities Therefore, you should consider redesigning our facilities Supporting Detail What Is Deductive Reasoning? Chain of logic “ So What?” Statement or Hypothesis Deductive Reasoning Conclusion

33. Presentation development is a multi-step process with the sole aim of successfully communicating your message to your audience. How Do You Put Your Story Together? Gather content Filter content into the key messages Use a structure approach to develop a narrative story Build story line Design story board Conduct interviews, research, and analysis Map story line and supporting information to slides Understand objectives Add charts and graphics to emphasize your message Overlay graphics Prepare room, anchor nervousness, present message Perform live Summarize messages Define who you are presenting to and why Practice and edit to clarify your message Rehearse and edit Presentation Development Process

34. Presentation Formatting

35. The cover defines the topic, the audience, and the date. Presentation Formatting Title Page Client logo in upper left corner or overlaying Company graphic below Main Title of Presentation. Center over sub-title information below. Or, center presentation title on page when client logo is not used. Company or Client Graphic

36. The Agenda follows the title page to introduce the sections within the presentation. As an example… Presentation Formatting Agenda The Agenda page may also be used as divider page throughout your document by highlighting the section to be covered next.

38. Maintain page layout consistency by applying the slide master template to each page. Presentation Formatting Page Layout Consistency Slide Master View Header statement Text body with font and bullet formatting Page Number

39. A slide layout may be changed through the format slide layout menu of options. Presentation Formatting Changing Page Layout Slide Layout Options Header Only Header & Text Title Slide Master Title & 2 Columns

40. Start of Presentation End of Presentation % of You Paying Attention 0% 100% Typical Attention Span Curve Where We Are Using Charts & Graphics Source: Numerous Scientific Studies

42. Clip art can be effective if used to visualize your message. Using Charts & Graphics “Acceptable” Clip Art Original artwork can be created by ungrouping, combining and altering existing PowerPoint clip-art to graphically convey a message Inbound Outbound Scan

43. Use a consistent color scheme and text style for graphic elements and tables throughout your document. Layout type and graphics Perform live Print hardcopy and rehearse Task Benefit 1. No. 1 Task 2. No. 2 Task 3. No. 3 Task No. 1 Benefits No. 2 Benefits No. 3 Benefits Using Charts & Graphics Style Consistency Examples

44. Most data sets lend themselves to five basic modes of comparison. Kinds of Comparison COMPONENT ITEM TIME SERIES FREQUENCY CO-RELATION Basic Chart Forms PIE BAR COLUMN STEP LINE/ CURVE SURFACE SCATTER Using Charts & Graphics Graphing Data Relative Comparison Ranking Importance Variation Over Time Histogram Correlation of Data

48. Use stacked column charts to depict the contribution of multiple values over time. Year Over Year Inventory Level ($MM) 65 100 175 80 20 20 0 50 100 150 200 250 300 FY04 FY05 FY06 45 Other Europe U.S. 125 165 275 15 45 Inventory Level ($MM) Year Source: Company Analysis Using Graphics & Charts Stacked Columns

49. Use waterfall charts to depict the build up of a total value. 1.94 1.19 2.11 1.39 2.12 0.82 0.6 10.75 1.79 3.33 4.23 0.58 Direct Labor Materials Indirect Labor Salaries Investment and Other Fixed Charges Other OH & Other Plant Expenses Freight Direct Plant Non-Direct Salaries & Wages Other Overhead & Plant Expenses Design Delivery Total 0.29 – Mfg. License 0.29 – Engineering Source: Company analysis Dollars Per Unit By Cost Element Supply Chain Cost per Unit - XYZ Corp. Using Graphics & Charts Waterfall Charts

54. PowerPoint “Rules of Thumb”

60. Round numbers unless the detail is absolutely required. PowerPoint “Rules of Thumb” Number Detail Too Detailed! Much Simpler! 3,045,654 9,532,111 12,234,123 December 6,678,125 478,023 5,864,034 November 5,596,096 9,945,890 2,608,096 October 9,950,498 18,923,239 4,032,045 September 17,230,095 18,107,110 8,674,234 August 18,885,786 15,347,934 8,890,345 July 4,123,656 678,095 16,184,345 June 14,856,456 10,345,394 8,036,897 May 7,940,096 10,870,954 16,098,897 April 16,034,786 6,567,123 17,234,778 March 16,128,234 12,345,567 1,078,456 February 3,034,564 14,123,654 11,532,234 January Tokyo London Atlanta 3.0 9.5 12.2 December 6.7 0.5 5.9 November 5.6 9.9 2.6 October 10.0 18.9 4.0 September 17.2 18.1 8.7 August 18.9 15.3 8.9 July 4.1 0.7 16.2 June 14.9 10.3 8.0 May 7.9 10.9 16.1 April 16.0 6.6 17.2 March 16.1 12.3 1.1 February 3.0 14.1 11.5 January Tokyo London Atlanta (MM)

61. Use contrasting colors. PowerPoint “Rules of Thumb” Colors No No No Yes Yes Yes No Yes

65. How Are Your Presentation Development Skills Now? Before Training! After Training!

66. Questions?